Online Data Privacy and Security

Please note that privacy and confidentiality issues are addressed in an Agreement between the Client and Doc Events.

 

Client privacy, and the privacy of the client’s registrants,are of the utmost importance to Doc Events. Because we capture important information about registrants, we feel that the client should fully understand the terms and conditions surrounding the capture and use of that information. This Privacy Statement discloses what information Doc Events gathers, how we use it, and how to correct or change that information. We are committed to safeguarding client privacy online. Please read the following policy to understand how the personal information of registrants will be treated.

 

  1. Collection of Registrant’s Personal Information

In its course of business, Doc Events collects personal information from its client’s registrants.  This information includes contact information, such as their name, company name, address, phone number, and e-mail address, and financial qualification and billing information, such as billing name and address, and credit card number.  In addition to contact and financial information, we also collect demographic information, such as registrant preferences.  We collect most of this information when attendees register for client events.  Upon registration, registrants lose their anonymity and receive a password in order to take full advantage of the many features Doc Events offers.

 

When attendees register for an event, they agree to the release of their registration data to the owner of that event.  Third-Party Vendors or sponsors or links on the owner’s website may collect personally identifiable information about the registrants. Doc Events is not responsible for the privacy practices or the content of these parties. The client will need to check the policy statement of the Third-Parties to understand their policies. Clients and registrants who access the linked sites may be disclosing their private information. It is the responsibility of the user to keep such information private and confidential.

 

  1. Cookies

A cookie is a small string of text that a website can send to your browser in order to distinguish a user’s browser from a previous visitor. Doc Events does not use cookies to store and track information about the registrants.

 

  1. Use of Personal Information.

The primary goals in collecting personal information are (1) to provide registrants with a customized experience on the client’s website, and (2) to obtain information for the client’s logistical and strategic needs.  Doc Events neither uses registrant personal information for its own purposes nor controls the information it collects.  We do not review, share, distribute, print or reference any registrant data except as required by law or for the limited purpose of resolving a problem, support issue, or suspected violation of the subscription agreement.

 

  1. Sharing information.

As a general rule, Doc Events does not disclose any personally identifiable information except when we have permission by the client or under very limited special circumstances.  If registrants opt to receive information from third parties, the client, not Doc Events, will share the registrant’s name, e-mail address and other data as authorized.

 

  1. Collection, Use, and Distribution of Registrants’ Information. 

If registrants indicate that they do not object to offers regarding products and services, the client may e-mail or contact them for those purposes.

 

  1. Accessing, Updating and Deleting Registrant Information.

The client determines whether registrants may edit their information.  The client can give its registrants the ability to access, update or delete their information at any time by using their user names and passwords, or the client can prohibit any changes made by registrants, or any combination in between.

 

  1. Protection of Personal and Financial Information.

Keeping personal and financial information private is vitally important to us. Doc Events will not sell, lease or rent the personal or financial information of a client’s registrants.

 

Please note that there are several places where registrants can transmit credit card or checking information in order to complete registrations or for verification purposes. Any time a credit card number or checking information is requested, we transmit that information in an encrypted format. This is also the case with SSNs, Driver’s License Numbers, Gender and Passport Numbers. We use industry-standard SSL (secure socket layer) encryption. In order to process a credit card or checking transaction authorized by a registrant, as part of e-commerce practice, Doc Events uses a third-party intermediary to manage the credit card processing. This intermediary is solely a link in the distribution chain, and is not permitted to store, retain, or use the information provided, except for the sole purpose of credit card processing.

 

  1. Security precautions to prevent loss, misuse or alteration of Registrant information.

The registrant’s personal information and profile are password-protected so that only the client and the registrant have access to this personal information. The registrant may edit their Information and profile by using their User ID and password, provided by the client. We recommend that the client refrains from divulging passwords to anyone and urges registrants to do so as well. Doc Events will never ask a client for a password in an unsolicited phone call or in an unsolicited email and if a client forgets their password we will reset it.  Also we urge clients to remember to sign out of their accounts and to close their browser windows when they have finished working with Doc Events. This is to ensure that others cannot access the information, especially if the computer is shared with another or if the computer is used by the public, like at a library or Internet cafe. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we strive to protect registrants’ personal information, we cannot ensure or warrant the security of any information transmitted to us, and registrants do so at their own risk.

 

  1. Important note about Online Privacy.

Please keep in mind that whenever registrants voluntarily disclose personal information online — for example on message boards, through email, or in chat areas — that information can be collected and used by others. In short, if a person posts personal information online that is accessible to the public, they may receive unsolicited messages from other parties in return. Ultimately, the user is solely responsible for maintaining the secrecy of any passwords and/or any account information.

 

  1. Changes to This Privacy Statement

We will occasionally update this privacy statement to reflect changes in our services and customer feedback.

Doc Events’s Privacy Statement (European Union & Canadian Data Privacy)

 

This Doc Events Privacy Statement (the “Statement”) applies only to personal information (as defined below) that Doc Events receives from the European Union (“EU”) or Canada on or after September 17, 2008.

 

Doc Events adheres to the Safe Harbor Agreement between the U.S. Department of Commerce and the European Commission with respect to the transfer of personal information from the EU to the United States. Accordingly, Doc Events follows the Safe Harbor Principles published by the U.S. Department of Commerce with all such data.

 

Compliance with the Safe Harbor Principles may be limited, however, in certain cases to the extent necessary to meet national security, public interest or law enforcement requirements. All Doc Events personnel with access to personal data are obligated to familiarize themselves and comply with provisions of this Statement.

 

  1. Definitions 

“Personal information” means information that relates to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors specific to her physical, physiological, mental, economic, cultural or social identity that is transferred to the United States from the EU or from Canada. Personal information may include, among other things, an individual’s name, address, phone number, e-mail address, or social security or national health insurance or an equivalent number.

 

“Sensitive information” is a subset of personal information that pertains to, including but not limited to, an individual’s racial or ethnic origins, political or religious beliefs, or health or sex life. Unless otherwise noted, reference herein to personal information include sensitive information.

 

  1. Notice 

In its course of business, Doc Events collects personal information from its client’s registrants. The primary goals in collecting personal information are (1) to provide registrants with a customized experience on the client’s website, and (2) to obtain information for the client’s logistical and strategic needs.  Doc Events neither uses registrant personal information for its own purposes nor controls the information it collects.  When attendees register for an event, they agree to the release of their registration data to the owner of that event. Doc Events may disclose personal information to third parties when such disclosure is necessary or appropriate for Doc Events’s provision of such services to its clients or otherwise for Doc Events’s operation of its business. For further disclosure of personal information to third parties, please see the section entitled “Onward Transfer” below.

 

Third-Party Sponsors or links on the client’s website may collect personal information about the registrants. Doc Events is not responsible for the privacy practices or the content of these Third-Parties. The client will need to check the policy statement of the Third-Parties to understand their policies.

 

Any questions or complaints should be directed to Francesco Prandoni, Doc Events’s Principal owner, whose contact information is as follows: 80 Cottontail Lane, Somerset, NJ 08873 USA; francesco.prandoni@doc-events.com, telephone:(732)805-3900 extension 103, fax: (732)805 3300.

When Doc Events receives personal information from the EU or Canada merely for processing purposes and does not control the collection of such personal information, Doc Events may not provide notification of this Statement to the individuals to which such personal data relates. In such event, Doc Events reserves the right to process personal information in the course of providing services to its clients without the knowledge of the individuals involved.

 

  1. Choice 

Except as provided below, Doc Events allows individuals from whom it collects personal data the opportunity to opt out from allowing Doc Events to (a) disclose his or her personal data to a third party or to (b) use it for a purpose incompatible with the purpose for which it was originally collected. For sensitive personal information, Doc Events requires its clients to ensure such individual affirmatively opts in and gives consent if the data is to be disclosed to a third party or used for a purpose other than its original purpose.

 

Individuals desiring to exercise their opt out rights should contact: Francesco Prandoni, Doc Events’s Principal owner, whose contact information is as follows: 80 Cottontail Lane, Somerset, NJ 08873 USA; francesco.prandoni@doc-events.com, telephone:(732)805-3900 extension 103, fax: (732)805 3300. Individuals from whom sensitive personal data is sought will be advised of how to opt in and give the required consent at the time the data is collected, if the data is to be disclosed to a third party or used for a purpose other than its original purpose.

 

As previously stated, when Doc Events receives personal data from the EU or Canada merely for processing purposes and does not control the collection of the personal data, Doc Events may not provide such choices to the individuals to whom such personal data relates. In such event, Doc Events reserves the right to process personal data in the course of providing services to its clients without the knowledge of the individuals involved.

 

  1. Onward Transfer  

Doc Events may disclose personal information to a third party if (a) Doc Events has received the applicable individual’s permission to make the disclosure, (b) the disclosure is required by law, (c) the disclosure is reasonably related to the sale or other disposition of all or part of Doc Events’s business, (d) the information in question is publicly available, and/or (e) the disclosure is reasonably necessary for the establishment of a legal claim.

 

Further, if the collection of personal information is consistent with the purpose for which the personal information was obtained, Doc Events may disclose personal information to a third party or client, if such third party or client is subject to a law requiring an adequate level of privacy protection (such as the European Directive on Data Protection) and has agreed in writing to provide an adequate level of privacy protection and/or subscribes to the Safe Harbor Principles. (www.export.gov/safeharbor)

 

  1. Security 

Doc Events takes reasonable precautions to protect personal information from loss, misuse, unauthorized access, disclosure, alteration and destruction. Further, Doc Events will not sell, lease or rent the personal or financial information of a client’s registrants.

 

Please note that there are several places where registrants can transmit credit card or checking information in order to complete registrations or for verification purposes. Any time a credit card number or checking information is requested, Doc Events transmits that information in an encrypted format. This is also the case with SSNs, Driver’s License Numbers, Gender and Passport Numbers. Doc Events uses industry-standard SSL (secure socket layer) encryption. In order to process a credit card or checking transaction authorized by a registrant, as part of e-commerce practice, Doc Events uses a third-party intermediary to manage the credit card processing. This intermediary is solely a link in the distribution chain, and is not permitted to store, retain, or use the information provided, except for the sole purpose of credit card processing.

 

Additionally, the registrant’s personal information and profile are password-protected so that only the client and the registrant have access to this personal information. We recommend that the client refrains from divulging passwords to anyone and urges registrants to do so as well. Doc Events will never ask a client for a password in an unsolicited phone call or in an unsolicited email and if a client forgets their password we will reset it.  Also we urge clients to remember to sign out of their accounts and to close their browser windows when they have finished working with Doc Events. This is to ensure that others cannot access the information, especially if the computer is shared with another or if the computer is used by the public, like at a library or Internet cafe. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we strive to protect registrants’ personal information, we cannot ensure or warrant the security of any information transmitted to us, and registrants do so at their own risk.

 

  1. Data Integrity 

Doc Events takes reasonable precautions to ensure that personal information under our control is accurate, complete, current and relevant for the purposes for which it was collected. Among other precautions, Doc Events allows clients to track changes made to its registrants’ personal information for accountability purposes.

 

  1. Access 

Upon request and consistent with any applicable client commitments, Doc Events will permit individuals to access their personal information to correct any erroneous information. Please note that Doc Events cannot change client proprietary information supplied to us without the express authorization of the client.  The individual may need to provide sufficient identifying information, such as, without limitation, name, address, birth date, and social security or an equivalent number. Such access may be denied or limited by Doc Events, however, if providing such access is unreasonably burdensome, expensive under the circumstances, and/or if giving access to such information would violate another person’s rights.

 

  1. Enforcement, Assessment, Dispute Resolution

To verify that Doc Events continues to comply with the Safe Harbor Principles, Doc Events will complete a self-assessment and self-certify annually with the U.S. Department of Commerce.

 

For individuals who have concerns or complaints regarding their personal information, they can contact Francesco Prandoni, Doc Events’s Principal owner, whose contact information is as follows: 80 Cottontail Lane, Somerset, NJ 08873 USA; francesco.prandoni@doc-events.com, telephone:(732)805-3900 extension 103, fax: (732)805 3300. Such concerns or complaints will be investigated by Doc Eventsand resolution will be sought to the satisfaction of the concerned individual.  If the matter cannot be resolved, Doc Events agrees to use the American Arbitration Association (www.adr.org) to resolve such disputes.

 

  1. Modification and Amendment 

Doc Events will occasionally update this privacy statement to reflect changes in our services and customer feedback.  Revised statements will be posted at www.doc-events.com.